Why is SUNY Fredonia requiring this TRP?
SUNY Fredonia is committed to securing and protecting the information within its possession. The University is comprised of a growing number of students, faculty, and staff with disabilities that may impact the ways in which how they access and successfully use electronic information. This growth comes at a time when essential information and services critical to student application and registration, academic course and program completion, employee hiring and evaluation, and more, are increasingly delivered via electronic means. The purpose of the Technology Request Process (TRP) is to gather information for technology requests to be compliant with the SUNY's security, accessibility, and procurement policies as well as to ensure the campus can provide adequate support for the given technology. (SUNY Compliance Requirements: SUNY Information Security Policy: 6900, SUNY Electronic and Information Technology (EIT) Accessibility Policy: 6901, Information Security Guidelines: Campus Programs & Preserving Confidentiality: 6608.)
What types of requests need to go through the TRP?
ALL new AND existing software, online subscriptions, licensing, multi-year contracts/agreements, and hardware (technology) requests MUST follow the TRP.
NOTE: Hardware technology can be defined as any equipment that connects to the Internet or a computer or stores data.
How often does my technology need to be reviewed?
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Step 1: Please request from the vendor the following information-
- a quote with the companies company name, address, point of contact, item description, NYS OGS/SUNY/Other SUNY Local Contract number (if applicable), and term dates
- copy of the software contract, multi-year agreement, Memorandum of Understanding (MoUs), or EULA (End User License Agreement) for this step of the TRP review. Please contact the vendor directly to obtain either a . PDF or WORD version of their contract, master service agreement, or End User License Agreement (EULA) to be uploaded with the Technology Request Form.
- VPAT - Voluntary Product Accessibility Template. Please use sample emails for requesting a VPAT and requesting documentation if a vendor does not have a VPAT.
- confirm the risk category for the University data that you are requesting to be used with this solution
- Higher Education Community Vendor Assessment Tool (HECVAT) - for cloud-hosted solutions only
- SOC2 Type 2 report - for cloud-hosted solutions only
Step 2: Submit a Technology Request and FREDMart Requisition - Customer completes the Technology Request Form and FREDMart Requisition. Upon submitting the TRP form, a Tracker ticket is created to initiate the review of the request. All other non-technology contracts and licenses should be sent directly to www.fredonia.edu/contractreviewContract Review.
Please review Tying FREDmart and Tracker Together.
Step 3: Technology Compatibility and Support Review - The ITS Service Center (ITS SC) performs a technical, compatibility, and solutions analysis to ensure the software is compatible and can be supported within the existing Fredonia computing environment or recommends/determines if similar software already exists. The ITS Service Center will also check with the ITS Enterprise Infracture Infrastructure Services department to determine if there are any support or technical concerns with the software installation. The ITSSC also identifies what ITS resources are required to provide ongoing support.
Step 4: Service or Project Review - The Chief Information Officer (CIO) performs a review reviews to determine if the request is a standard request or if it is a project. If it is a project, an ITS project manager will be assigned and a project charter will be developed with the requestor.
Step 5: Information Security Review - The Information Security Office (“ISO) performs an Information Security risk assessment using SUNY standards to ensure that the software is secure and meets regulatory requirements. If the request is funded by the Research Foundation, the ISO will add the Interim Director, Grants & Sponsored Programs to the ticket as a participant. All software that uses University university-regulated data must be approved by the Chief Information Security Officer (CISO) or designee. All software requestors need to provide the following:
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Step 1. To complete the required Data Security Risk Assessment, please confirm the University data types that you are requesting to be used with this solution
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by completing a Data Security Risk Assessment Form.
Step 2. The CISO or designee will review and then reach out to you or the vendor (if needed) to obtain further information. The CISO may need to contact the vendor to obtain a Higher Education Community Vendor Assessment Tool (HECVAT) and/or SOC 2 Type 2 report if University Category 2 and 3 data is requested to be used.
Step 3. After the CISO reviews and approves the requested data, the ticket will be moved to the next step: Electronic Accessibility Technology Review.
If you have questions regarding this documentation, please contact the Information Security Office at security@fredonia.edu.at Fredonia ISO.
Step 6: Electronic Accessibility Technology Review - In accordance with Per SUNY EIT Accessibility Policy, the Academic and Collaborative Technology (ACT) Office performs a review for reviews EIT accessibility. This includes the review of documentation verifying EIT accessibility conformance (VPAT - Voluntary Product Accessibility Template), reviewing accessibility roadmaps, and evaluating high-impact EIT products. Documentation verifying EIT accessibility conformance is required. If you have questions regarding this documentation, please contact the the Academic and Collaborative Technology (ACT) Office at ACT@fredonia.edu. After the EIT Accessibility review has been completed, the Tracker ticket will be reviewed by the CIO or designee before being forwarded on to the Contract Services department.
Step 7: Software Terms and Conditions Review: The Contract Services department will conduct a review of the terms and conditions of all contracts to ensure that standard NYS contract terms are applied (e.g. Appendix A: Standard Clauses for New York State Contracts.). The Contract Services will need a copy of the software contract, multi-year agreement, Memorandum of Understanding (MoUsMoU), or EULA (End User License Agreement) for this step of the TRP review.
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NOTE: All Software licenses need to be registered using the ITS .ServiceCenter@fredonia.eduService Center email account (not in the name of an employee or another department etc.).
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- All technology requests or renewals must follow this process regardless of the type of funding (State vs. Non-state, AER, etc.).
- All Research Foundation-funded technology purchasing needs to utilize the Technology Request Form and the above applicable steps will need to be completed.
- Software or Software as a Service (SaaS) cannot be purchased via a state-issued procurement card and must be purchased via a state-issued Purchase Order.
- This Technology Request Process can take from 3 to 6 months to complete.
Additional Resources:
Fredonia ITS Procurement Standards
How do I request a VPAT and what do I do if a vendor doesn't have a VPAT?
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